How to Craft a Hazard Communication Plan
A hazard communication plan is a written program that outlines how your company identifies, labels, and communicates information about hazardous chemicals. It’s the foundation of chemical safety and a key part of OSHA compliance requirements that keeps your employees protected every single day.
Think about the last time a new chemical shipment arrived at your facility. Were the containers clearly labeled? Did your team know where to find the Safety Data Sheet or who to call if something spilled? These small gaps in awareness often lead to big problems: confusion, missed warnings, and preventable injuries.
The truth is, most workplaces think they’re covered until an incident forces them to see what’s missing. A clear, well-maintained hazard communication plan is what stands between routine operations and a serious safety event.
What Is a Hazard Communication Plan?
A hazard communication plan is a written document that explains how a workplace manages and shares information about hazardous chemicals. This includes steps for labeling, storing, training, and responding to chemical risks.
The goal is to protect employees by making chemical hazards visible, understandable, and manageable. That usually means making labels easy to read, keeping Safety Data Sheets (SDS) up to date, and giving workers the training they need before they’re exposed.
A clear plan supports workplace safety guidelines and helps meet OSHA compliance requirements.
What Should Be Included in a Hazard Communication Plan?
Every hazard communication plan should be clear, accessible, and kept current. The plan needs to explain how chemical risks are tracked, labeled, and communicated in your workplace.
At a minimum, your plan should include the following elements:
- A full inventory of hazardous chemicals used or stored at the facility
- Labeling instructions for primary and secondary containers
- Where and how employees can access Safety Data Sheets
- A breakdown of employee safety training procedures
- Written communication steps for sharing hazard information
- A named person or team responsible for managing the program
- A regular schedule for reviewing and updating the plan
Step-by-Step: How to Build a Compliant HazCom Program
Creating a hazard communication plan can seem like a big task, yet breaking it down into simple steps makes it manageable. Each step helps support employee safety, meet OSHA compliance requirements, and reduce the risk of mistakes.
Chemical Inventory
Start by listing every hazardous chemical in your workplace. This typically includes items used for cleaning, production, or maintenance. Be sure to include storage locations and the latest SDS for each product.
Some benefits of keeping a detailed inventory include:
- Faster response times during emergencies
- Fewer compliance errors during inspections
- Better coordination between departments
Labeling
Every container must have a label that’s clear and compliant with chemical safety standards. That applies to primary and secondary containers…yes, even if it’s a spray bottle in the janitor’s closet.
Labels must include:
- The product name
- Appropriate hazard warnings
- Pictograms based on the Globally Harmonized System (GHS)
- Manufacturer details
SDS Access
An SDS is a document that explains how to handle a chemical safely. It must be available to employees at all times. That means no locked offices, no lost binders, and no broken links.
One option that’s gaining traction is digital SDS management. A platform like KHA’s Online-SDS allows employees to pull up documents instantly, even from a mobile device. That can significantly reduce time spent tracking down files, especially during audits or emergencies.
Training
All employees who might be exposed to hazardous chemicals must receive training. That usually starts on their first day and continues anytime new hazards are introduced.
Employee safety training should cover:
- How to read and understand chemical labels
- What SDSs are and how to use them
- Safe handling, storage, and disposal practices
- What to do in case of spills, leaks, or exposure
Document each session with a training log. This log should include dates, names, and topics covered.
Written Plan
The last step is writing it all down. A written hazard communication plan pulls everything together and acts as your proof of compliance. Include your processes for inventory, labeling, SDS management, and training.
Assigning Responsibility and Oversight
Someone must own the plan. That might be a safety manager, EHS lead, or a designated team. This person makes sure the program is active, current, and followed correctly.
They’re responsible for training records, SDS updates, labeling checks, and audits. For larger sites, a team-based approach tends to be more effective. Either way, the person managing the plan must know the chemical risks and be able to respond when something changes.
Maintaining and Reviewing Your HazCom Plan
HazCom plans are not one-time documents. They should be reviewed regularly, especially when there are new chemicals, updated SDSs, or changes to OSHA compliance requirements.
Here’s when to update your plan:
- When a new chemical is introduced into the workplace
- After a change in vendor, formula, or labeling requirements
- Following a new regulation or safety guideline
- After an incident involving chemical exposure
Frequently Asked Questions
Do I Need a Hazcom Plan if I Only Use “Consumer-Type” Products Like Cleaners?
Yes. If your team uses products more frequently or in greater volume than a typical consumer would, then full compliance applies. OSHA treats workplace use differently from home use.
Can I Use Digital SDSs Instead of Physical Binders?
Yes. You can store SDSs electronically as long as every employee can access them without delay. That includes during power outages or network issues.
How Often Should I Train My Team?
Train new employees before their first exposure. Provide refresher training when new hazards are introduced or if your program changes. Keep detailed records of each session.
Do Contractors and Temp Workers Need to Be Trained?
Yes. Everyone who could be exposed to hazardous chemicals must be trained. That includes short-term, seasonal, and third-party workers.
Streamline Your HazCom Program with Trusted Support
A strong hazard communication plan protects your employees, supports regulatory compliance, and builds a safety-first culture. From chemical inventory to training documentation, every step plays a role.
KHA has specialized in Safety Data Sheet Management for over 35 years, offering user-friendly tools like Online-SDS, SDS-Mobile, and HazMat Inventory that simplify compliance. Our clients benefit from personalized support, seamless system integration, and mobile access that keeps safety data available anytime, anywhere.
Schedule a free demo today to see how KHA can help you simplify compliance and safeguard your team.